1. PeopleSoft 8.9 Reports and Inquiries Presented by Laura Craft and Karen Castleberry 1

2. Agenda Types of Budgets Budget Status Reports (Appropriation, Revenue, & Project/Grant Status Reports) Budget Overview (Inquiry) Budget Transaction Detail Report Comprehensive Financial Report Open Encumbrance Report 2

3. TYPEDESCRIPTIONKEYS Appropriation Establish budgets for money authorized for expenditures for a specific purpose and during a specific period of time Fund, Department, Program, Class, Account Project/Grant Control expenditures specifically for a grant (sponsored project) Fund, Department, Program, Class, Project/Grant, Account Revenue Estimate Track revenues recognized and cash collected against estimated revenues Fund, Department or All Depts, Program 00000 (except for Auxiliary Funds), Class, Account Detail Tracks all transaction, revenue, expenses, and balance sheet accounts Will be useful to view departmental sales revenue and expense together, and also agency accounts For Departmental Sales- Account (between 400000 & 890900), Fund, Dept, & Class For agency account 241100, fund 60000, & Department Used for looking at 12XXXX Budgets Types 3

4. KK-Budget Ledger Summary DetailProject Grant Project Master Expense Project Master Revenue Appropriatio n Organizatio n Revenue Estimate *All Account Types *Expense Accounts *Revenue Accounts *Expense Accounts *Revenue Accounts *Transaction Posting controlled by account *Transaction posting controlled by Project *Transaction posting controlled by Fund (10XXX, 12XXX, 13XXX, 14XXX, 15XXX, 16XXX) *Transaction posting controlled for all Funds that use Project & Appropriation budgets for expenditures *Track Only*Control or Track based on Project Definition *Track Only*Control*Track Only Is good to look at agency funds, fund 60000 account code 241100 & AR12XXXX Is the child of the Project Master Expense Ledger Is the parent of the Project Grant Ledger Is the parent of the Organization ledger Is the child of the Appropriation ledger 4

5. 5 Controller’s Division Webpage http://www.georgiahealth.edu/finance/controller/finacctg/

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8. Budget Status Reports (Appropriation, Revenue/Estimate, Project/Grant) 8 Quick Summary Report Displays all Commitment Control Ledger amounts (budgeted, pre- encumbrance, encumbrance, expense, collected, recognized) and the available balance.

9. Appropriation Status Report Info (Budget Status) Lists the status of Appropriation budgets May view total budgeted amounts (spending authority amount), pre-encumbered, encumbered, and expended amounts, and the remaining spending amounts Lists budget amounts by Fund, Department, Program, Class, Appropriation Account, and Budget Period Provided Totals by fund and budget period, and grand total by business unit 9

10. Revenue Estimate Status Report Info (Budget Status) Lists the status of revenue estimate budgets View the total estimated revenue amounts, revenue recognized amounts, unrecognized amounts, and cash collected amounts Listed by Fund, Department, Class, Program (00000), Account, and Budget Period Subtotals by account, and total by fund and business unit 10

11. Project/Grant Budget Status Report Info (Budget Status) Lists the status of project/grant budgets Similar to the Appropriation Status Report View by Fund, Department, Program, Class, Account, and Budget Period Lists the total budget line amount, pre- encumbered amount, encumbered amount, expended amount, and remaining amount Total by grant and business unit 11

12. Appropriation Status Report PeopleSoft 8.9 Navigation Commitment Control – Budget reports – Budget Status *quick look at the summary of you budget based on the appropriation levels 500000, 600000, 700000, etc.* 12

13. Budget Overview Choose different Ledger Groups and Accounts. ◦ Appropriation Budget Ledger (APPROP) ◦ Project/Grant Budget Ledger (PROJ_GRT) ◦ Revenue Estimate Budget Ledger (REVEST) ◦ Detail Can drill down to source document. ◦ Check # ◦ PO # ◦ Journal entry 13

14. Inquiry-Budget Overview PSoft 8.9 Navigation Commitment Control – Review Budget Activities – Budget Overview 14 To retrieve information Choose different ledger groups

15. Budget Overview-Drill Down 15 Can drill down to the Budget Journal, Voucher, Journal, PO or Req

16. Budget Overview-Drill Down 16

17. Budget Overview-Drill Down to Voucher Inquiry 17

18. Budget Overview Drill Down to Voucher Inquiry Con’d 18

19. Budget Overview Drill Down to Voucher Inquiry Con’d 19

20. Budget Overview Drill Down to Voucher Inquiry Con’d 20 Scroll down and to the right on the Voucher Inquiry Page

21. Budget Overview Drill Down to Voucher Inquiry Con’d 21

22. Budget Overview-Drill Down 22

23. Budget Overview-Drill Down 23

24. Budget Overview-Drill Down-Send to Excel Tran Line Document Label Document ID Ref Bdgt ? Accoun t FundDept Progra m Class Bud Ref Budge t Perio d Year Perio d Foreign Amount Monetar y Amount Tran IDTran Date 176Journal ID:APP_EN_ZERN700000 1000 0 3030001 016200 1100 0 200 8 11 - 13,908.68USD - 13,908.68USD 00055809 37 5/20/200 8 20011 9 Purchase Order:0000000187N700000 1000 0 3030001 016200 1100 0 200 8 80USD0 00002000 315/6/2008 21537 4 Purchase Order:A-080312N700000 1000 0 3030001 016200 1100 0 200 8 1528USD528USD 00002067 835/6/2008 21805 7 Purchase Order:A-083180N700000 1000 0 3030001 016200 1100 0 200 8 41,664.64USD1,664.64USD 00002079 435/6/2008 24372 7 Purchase Order:D000114195N700000 1000 0 3030001 016200 1100 0 200 8 8175USD175USD 00002187 365/6/2008 24373 5 Purchase Order:D000114326N700000 1000 0 3030001 016200 1100 0 200 8 80USD0 00002187 415/6/2008 24373 7 Purchase Order:D000114401N700000 1000 0 3030001 016200 1100 0 200 8 87,455.00USD7,455.00USD 00002187 435/6/2008 24489 5 Purchase Order:D00114326AN700000 1000 0 3030001 016200 1100 0 200 8 84,363.56USD4,363.56USD 00002191 435/6/2008 25374 4 Purchase Order:E-08116945N700000 1000 0 3030001 016200 1100 0 200 8 10475.12USD475.12USD 00002236 725/6/2008 27491 8 Purchase Order:E000115285N700000 1000 0 3030001 016200 1100 0 200 8 91,440.00USD1,440.00USD 00002332 885/6/2008 1 Purchase Order:B-0001000N700000 1000 0 3030001 016200 1100 0 200 8 200 914USD4 00055809 98 7/18/200 8 24

25. Important Note The Budget Transaction Detail Report and Comprehensive Financial Report must be run using the date the transaction was budget checked. Even though the date on the transaction is March 1, if the transaction is budget checked and posted on February 28, the transaction will show up with the February 28 date on the Budget Transaction Detail Report. 25

26. Budget Transaction Details Report You can view the Appropriation, Revenue, and Project/Grant Expenses, Revenue, Encumbrance and Pre-encumbrance by selecting the Detail Ledger Group, but you will not pull the Budget. You would also want to choose the account values from 400000 to 999999. 26

27. Budget Transaction Details Report PSoft 8.9 Navigation Commitment Control – Budget Reports - Budget Transaction Detail Report 27

28. Budget Transaction Details Report 28

29. Types of Reports SQR Reports ◦ Such as the Budget Transaction Detail Report and Comprehensive Financial Report ◦ Will need to be run on the PSUNX Server ◦ Viewed by going to the Report Manager or Process Monitor –View Log/Trace-_____.PDF Crystal Reports ◦ Such as the Open Encumbrance Report ◦ Will need to be run on the PSNT Server ◦ Also viewed by going to the Report Manager Process Monitor –View Log/Trace-_____.PDF 29

30. Comprehensive Financial Report Provides the user with static financial data for a specified accounting period and year Provides summary and detail data of AR activity, Revenue activity, Direct and Indirect Expenses Department level security enables the user to only run the report for their designated departments Report provides data for all chartfield combinations for the selected department and is grouped by CFCs 30

31. Comprehensive Financial Report 31 PSoft 8.9 Navigation MCG components-mcg interfaces reports-report-comp financial rpt

32. Comprehensive Financial Report Heading – Contains the current Chartfield Combination, Budget Period, Fiscal Year, and Accounting Period (with month; ex. 01 = July) Summary ◦ Revenue – Provides budget and revenue totals for Operating and NonOperating Revenues for fund 120XX,140XX,160XX, and 10XXX with class of 41XXX only ◦ A/R – Provides totals for cash receipts (beginning balance, activity, and ending balance) for fund 20000 and 21021 only ◦ Expenses  Direct – Personal Services, Travel, Operating Supplies, and Capital Expenses totals for budget, encumbrances, and expenses  Indirect – Totals for indirect budgets, encumbrances, and expenses 32

33. Comprehensive Financial Report Encumbrance and Pre-encumbrance detail transactions will include an ‘E’ or ‘P’ respectively after the amount to distinguish them The A/R Section reflects all A/R transactions for the Grant – not just the requested departments transactions The A/R Balances/Amounts only reflect the MCG portion of the receivable 33

34. Open Encumbrance Report Lists all Purchase Orders with their remaining balances Includes purchase order, vendor name, account, budget period, remaining lines on PO and amount 34

35. Open Encumbrance PSoft 8.9 Navigation MCG COMPONENTS-MCG INTERFACES REPORTS-REPORT- OPEN ENCUMBRANCE 35

36. GEORGIA FIRST Inquiries 36

37. Advantages of PSoft 8.9  Save paper  Copy to excel  Email PDF files  Save time  Drill down to detail  Reduce the use of several different queries  Schedule Reports to run Monthly 37

38. PSoft Financials V8.9 Business Processes Can be found http://www.georgiahealth.edu/finance/peoples oft/ps_v89_training_docs.html Under Commitment Control Documentation ◦ Controlled Budget Inquiries  KK_060_001 - Running Appropriation Budget Inquiries KK_060_001 - Running Appropriation Budget Inquiries  KK_060_003 - Running Revenue Estimate Budget Inquiries KK_060_003 - Running Revenue Estimate Budget Inquiries  KK_060_004 - Running Grant Budget Inquiries KK_060_004 - Running Grant Budget Inquiries ◦ Commitment Control-Reports  KK_070_019 - Running Budget Transaction Detail Reports KK_070_019 - Running Budget Transaction Detail Reports 38

39. Recommended Web Sites http://calendar.georgiahealth.edu/ ◦ Able to view all of the various calendars http://georgiahealth.edu/finance/controller/ ◦ Able to access all forms/regulations/contacts relevant to Accounts Payable, Payroll, Travel, and Financial Accounting http://georgiahealth.edu/spa/ ◦ Sponsored Program Administration website http://www.usg.edu/business_procedures_manual/ ◦ Board of Regents Business Procedures Manual http://georgiahealth.edu/finance/peoplesoft/3_r_n ewsletter.html ◦ PeopleSoft Newsletters, has helpful hints and current issues 39

40. 40 Questions

41. Conclusion This concludes the PeopleSoft Financial Reports and Inquiry Training. If you have any further questions or comments you may contact Laura Craft at 1-6235, lcraft@georgiahealth.edu or Karen Castleberry at 1-2135, kcastleberry@goerigahealt.edu lcraft@georgiahealth.edu You can also find additional information, on the PeopleSoft website: http://www.georgiahealth.edu/finance/people soft/ Thank you 41